CHILD CARE CENTER RECORD REQUIREMENTS Program Director credentials; live scan fingerprinting.

CHILD CARE CENTER RECORD REQUIREMENTS
Michigan Department of Licensing and Regulatory Affairs
Bureau of Community and Health Systems
REQUIRED STAFF AND VOLUNTEER RECORDS
Record
Date
License Number
Rule
Minimum Retention
Program Director credentials; live scan fingerprinting.
8113(9), (10),
(13), MCL
722.115c
Lead Caregiver credentials.
8122(6)
Infant/Toddler Leads at least 3 credits/4.5 CEUs
infant/toddler training.
8122(9)
School-age Site Supervisor credentials.
8119(2)
Internet Criminal History Access Tool (ICHAT) results on all
staff before hire.
8125(4)
DHS central registry check for all staff prior to being present 8125(7), (8)
at the center and volunteers before unsupervised contact
with children.
Criminal history clearance results or self-certifying
statement for volunteers before unsupervised contact with
children.
8125(6)
Updated criminal history check and central registry
clearance every two years at renewal.
8125(10)
If staff hired after 1/1/14 resided outside of Michigan as an
adult within the 10 years immediately preceding hire, a
request to those states for a criminal history check and
central registry clearance.
8125(9)
Written statement signed by all staff and volunteers at the
time of hiring or before volunteering confirming notification
of center’s children’s protective services policy and
requirements of the Child Protection Law.
8125(12)
Blood-borne pathogen training for all staff before
unsupervised contact with children.
8131(3)
Infant, child and adult CPR (annually) and first aid (every 3 8131(7)
years) training for early childhood program directors, lead
caregivers and other staff as needed (at least one caregiver
on duty at all times).
Child and adult CPR (annually) and first aid (every 3 years)
training for school-age program directors, site supervisors
and other staff as needed (at least one caregiver on duty at
all times) in programs only serving school-age children.
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8131(8)
Retain until the person
has left employment
with the center.
An updated (less than
two years old) copy of
the ICHAT, central
registry clearance,
and/or self-certifying
statement (for
volunteers only) must
be on file until the
person has left
employment with the
center or is no longer
volunteering at the
center.
Retain until the person
has left employment
with the center.
The updated cards
must be on file. Date of
CPR certification must
be less than a year old.
Date of first aid
certification must be
less than three years
old. Retain until the
person has left
employment with the
center.
CHILD CARE CENTER RECORD REQUIREMENTS
Michigan Department of Licensing and Regulatory Affairs
Bureau of Community and Health Systems
Date
REQUIRED STAFF AND VOLUNTEER RECORDS (cont.)
Record
Rule
License Number
Minimum Retention
Documentation of 16 clock hours of annual professional
development.
8131(4)
Training records must
be kept for the past
two full calendar years.
Retain until the person
has left employment
with the center.
Documentation of Infant Safe Sleep and Shaken Baby
Syndrome training for infant/toddler caregivers.
8131(2)
Retain until the person
has left employment
with the center.
TB test on all staff before hire and volunteers with contact at 8128
least 4 hours per week for more than 2 consecutive weeks.
Retain until the person
has left employment or
is no longer volunteering at the center.
The name, address, and telephone number of all staff.
8110(11)(a)
Retain for two years
after the person has
left employment with
the center.
Copy of staff driving record and copy of valid operator’s
license with appropriate endorsement for all non-volunteer
drivers.
8750(2)
Retain the most recent
driving record (less
than a year old) and
copy of the valid
operator's license until
the person has left
employment with the
center.
A self-certifying statement confirming compliance with
400.8750(1) for volunteer drivers.
8750(2)(b)
Retain the most recent
statement until the
person is no longer
volunteering at the
center.
REQUIRED CHILD RECORDS
Completed Child Information Record (BCAL-3731), updated 8143(1), (2)
annually or when the center becomes aware of changes.*
8143(3)
Certificate of immunizations for children under school-age
or waiver addressed to Department of Community Health at
initial attendance.
Updated immunizations when children under school-age
have been in care for 4 months if their immunizations were
not up to date at enrollment.
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8143(4)
An updated (less than
a year old) copy must
be on file until the child
no longer attends the
center.
* The name, address,
and telephone number
of enrolled children
must be retained for
two years after the
child has left the
center.
CHILD CARE CENTER RECORD REQUIREMENTS
Michigan Department of Licensing and Regulatory Affairs
Bureau of Community and Health Systems
REQUIRED CHILD RECORDS (cont.)
Record
Date
License Number
Rule
Minimum Retention
Within 30 days of attendance, a physical done within last 3 8143(6), (9)
months for infants, within last 6 months for toddlers, and
within last year for preschoolers or statement of good health
if religious objector:
8143(7)
Updated yearly for infants/toddlers.
Updated every two years for preschoolers.
8143(9)
Annually for religious objector statement.
An updated (less than
a year old) copy must
be on file until the child
no longer attends the
center.
Parent signed statement that school-age child is in good
health and immunizations are up-to-date and that the
immunization record or waiver on file at school, updated
annually.
8143(8)
Written parental permission for field trip participation at time
of enrollment or before each field trip.
8143(11)
If obtained at
enrollment, it must be
retained until the child
no longer attends the
center. If obtained
before each field trip, it
must be retained for
two years or until the
child no longer attends
the center.
Annual written permission for routine transportation.
8149(1)
An updated (less than
a year old) copy must
be on file until the child
no longer attends the
center.
Written parental permission for all transportation not
considered routine before each trip.
8149(2)
Prior written permission for prescription medication and nontopical, non-prescription medication and the record as to the
time and the amount of medication given or applied
including the signature of the caregiver administering the
medication.
8152(2), (9)
Retain for two years or
until the child no longer
attends the center.
Annual written parent permission for topical, nonprescription medications (sunscreens, insect repellents,
diaper ointment).
8152(8)
An updated (less than
a year old) copy must
be on file until the child
no longer attends the
center.
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CHILD CARE CENTER RECORD REQUIREMENTS
Michigan Department of Licensing and Regulatory Affairs
Bureau of Community and Health Systems
REQUIRED CHILD RECORDS (cont.)
Record
Date
License Number
Rule
Minimum Retention
Signed parental permission for a child 33-36 months old to
be enrolled in 3 year old classroom when developmentally
appropriate.
8182(5)
Signed parental permission for a child 45-48 months old to
be enrolled in 4 year old classroom when developmentally
appropriate.
8182(6)
Signed parental permission for a child 57 months old until a
school-ager to be enrolled in school-age classroom when
developmentally appropriate.
8182(7)
Written permission from infant’s physician when an
alternate sleeping position is necessary.
8188(7)
Written documentation that the parent received the written
information packet.
8146(2)
Daily record for infants, toddlers, and child with special
needs when requested that includes:
8146(3), (4)
Retain for two years or
until the child no longer
attends the center.
Retain the most recent
documentation until the
child no longer attends
the center.
Food intake info.
Retain for the day the
child is in care.
Sleeping patterns.
Elimination patterns.
Developmental milestones.
Changes in child’s usual behavior.
Written parental permission to swim, if applicable.
8810(1)
Parental waiver for use of school playground not inspected
as required by 400.8170(11) for school-age children.
8170(19)
Written parental agreement if parent has agreed to provide
food, milk or formula.
8330(2)
Retain the most recent
documentation until the
child no longer attends
the center.
REQUIRED CENTER RECORDS
Written staff/volunteer screening policy.
8125(3)(a)
Written policy regarding supervision of volunteers.
8125(3)(b)
Written plan to assure compliance with the Child Protection
Law.
8125(11)
Written ongoing professional development plan.
8131(5)
Written discipline policy.
8140(4)
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Retain the most up-todate version.
CHILD CARE CENTER RECORD REQUIREMENTS
Michigan Department of Licensing and Regulatory Affairs
Bureau of Community and Health Systems
REQUIRED CENTER RECORDS (cont.)
Record
Date
License Number
Rule
Minimum Retention
Updated equipment inventory at renewal.
8173(7)
A written plan for when and how parents will be notified
when changes in child's health, a child experiences
accidents, injuries or incidents, or when the child is too ill to
remain in the group.
8155(1)
A written policy detailing when child, staff and volunteers
will be excluded due to illness.
8155(5)
Written information packet to parents including:
8146(1)
Admission/withdrawal criteria.
Schedule of operation.
Retain the most up-todate version.
Fees.
Discipline policy.
Food service policy.
Program philosophy.
Typical daily routine.
Parent notification plan for accidents, injuries, incidents,
illnesses.
Exclusion policy for child illnesses.
Notice regarding the licensing notebook.
Floor plan of child use areas.
8167(3)
Accurate daily attendance record with child’s first and last
names, arrival and departure times.
8143(10)
Written incident report within 72 hours of the occurrences
outlined in 400.8158(1)-(2).
8158(3), (4)
Written log of fire drills practiced quarterly and two tornado
drills practiced Apr-Oct.
8161(5), (6), (7)
Alternative outdoor play area specified to department in
writing, if applicable.
8170(5)(c)
Documentation that outdoor play equipment, use zones and 8170(11)
surfacing have been inspected by a certified playground
safety inspector.
Documentation of primary caregiving assignments.
5
Retain for two years, if
applicable.
Retain the most up-todate inspection.
8185(5)
Documentation of weekly site visits by School-age Multi-site 8116(2)
Program Director.
BCAL-5041 (Rev. 12-15) Previous edition obsolete. MS Word
Retain for two years.
Retain for two years.
CHILD CARE CENTER RECORD REQUIREMENTS
Michigan Department of Licensing and Regulatory Affairs
Bureau of Community and Health Systems
REQUIRED CENTER RECORDS (cont.)
Record
Date
License Number
Rule
Minimum Retention
Annual motor vehicle inspection.
8720(2), (3)
Certification that vehicle is in compliance with Michigan
vehicle code safety requirements.
8720(4)
Vehicle insurance and registration.
8750(1)(d)
Retain the most up-todate copy.
Fire Inspection before original issuance and every 4 years
thereafter at renewal.
8510(4)
Not required to be on
file at the center.
Licensing maintains a
copy.
Inspection of fuel-fired furnace and/or fuel-fired water heater
every 2 years at renewal and/or current boiler inspection.
8510(5)-(7)
Documentation of inspection or service of fire extinguishers. 8545(3)
An updated copy (less
than a year old) must
be on file.
Retain the most up-todate copy.
Lead hazard risk assessment for newly licensed centers
located in buildings built before 1978 and centers licensed
prior to 12/7/06 by 1/2/17.
8380(8)
Integrated pest management program and notices to
parent, if applicable.
8380(9)
Retain the most up-todate version, if
applicable. Retain
written notices to
parents for two years.
Crisis management plan in a place known and easily
accessible to staff.
8161(1)(e),
(4)
Environmental health inspection for all centers at original
issuance, for programs with food service and private well
and/or septic at renewal, prior to adding a food service
program or an infant/toddler program, and when requested
by the Department.
8305(2)
Retain the most up-todate version.
Retain inspections
done for renewals,
modifications, or when
requested by the
department for two
years.
Licensing notebook, including all licensing inspection and
special investigation reports and related corrective action
plans.
8110(4)
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Retain until the license
is closed.
Retain until the license
is closed.
CHILD CARE CENTER RECORD REQUIREMENTS
Michigan Department of Licensing and Regulatory Affairs
Bureau of Community and Health Systems
Date
License Number
REQUIRED POSTINGS
Record
Rule
Minimum Retention
Current license and if applicable, the letter extending the
license beyond the expiration date.
8110(3)(a)
Post the most recent
license and extension
letter, if applicable.
Copy of current rules and a copy of any variances granted.
8110(3)(b)
Post the Center
Licensing Rules with
the 1/2/14 effective
date and any variances
that are in effect.
Statement that criminal history checks are completed on
employees and whether the center requires a criminal
history check on volunteers.
8110(3)(c)
A typical daily routine.
8179(6)
Dated menus with substitutions noted the day they occur.
8330(10)
Emergency procedures and evacuation plans for fire,
tornado, other natural or man-made disasters, serious
accident/illness/injury.
8161(1)
Emergency numbers, the center address and two main
cross streets by each telephone.
8164(3)
Guidelines for diapering posted in diapering area.
8137(7)
Guidelines for hand washing posted in food preparation
areas, in toilet rooms, and by all hand washing sinks.
8134(4)
Exit signs posted at all exterior exits.
8525(13)
Post the most up-todate version.
List of CPSC recalled products provided by the department. 8173(2)
LARA is an equal opportunity employer/program.
Auxiliary aids, services and other reasonable accommodations
are available upon request to individuals with disabilities.
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Retain for two years.
Post the most up-todate version.
N/A
Post the most recent
list from the most
recent issue of
Michigan Child Care
Matters.